Job Description

Department of Personnel Management

Designation : Assistant HR Officer (Code- DPM 11-9)

Job Description / Responsibilities:

1.  IDENTIFICATION

AGENCY:

DEPARTMENT OF PERSONNEL MANAGEMENT

SYS. POSN. NO:

1490000061

REF. NO:

DPM 11-09

OFFICE: STRATEGIC HUMAN RESOURCE MANAGEMENT

DESIGNATION/CLASSIFICATION: 

Assistant Human Resource Officer, Grade 10

DIVISION: STRATEGIC HUMAN RESOURCE MANAGEMENT

LOCAL DESIGNATION:

 

BRANCH: HUMAN RESOURCE ADMINISTRATION

 

REPORTING TO:                               SYS. POS. NO:             REF. NO:

HRM Functional Unit Heads

SECTION: All Section within HRM

 

LOCATION:

Central Government Office (CGO) Building- Waigani

HISTORY OF POSITION

FILE REF.

DATE OF VARIATION

DETAILS

 

15 July 2015

Created

 

29 March 2016

Reno

ORG: 1/2025

27 March 2025

No change

2.    PURPOSE

Provides assistance and support with the administration of the day-to-day operations of the human resources functions and duties in the Human Resource Management Branch including Payroll and Salaries.

3.    DIMENSIONS

Financial:        Nil      

Staff:               Reports to the all HRM Section Heads and Manager HRM

Others:             

4.     PRINCIPLE ACCOUNTABILITIES

Assist in daily activities and projects within HRM branch.

5.     MAJOR DUTIES

Assists with Recruitment & Selection activities

  • Assists with the logistics of the recruiting process.
  • Assists with maintaining a filing system that retains profile of individual job seekers
  • Assists with scheduling of interviews
  • Assists with preparing paperwork required for new hires and employee files

Training & Development activities 

  • Assists with scheduling of participants for approved training programs
  • Assists with updating training records into a database and maintains it.
  • Follow-up on training reports from officers who have attended approved programs
  • Assist with evaluating the impact of programs attended by the officers 
  • Assists with employee development plans
  • Banking for students on overseas long term studies
  • Assist with inductions and on-boarding for probationary officers, GDP or students on work experience.

Organization Design

  • Assists with circulating updated monthly registers to executive management team.
  • Assist in Creating and maintaining files of OD Matters, by scanning and arranging documents in HR network drive folders  
  • Facilitating internal staffing arrangements
  • Assists in identifying key vacancies for recruitment purposes
  • Assists with updating Job Descriptions

Employee Relations

  • Assists employees with any benefit claim issues or concerns.
  • Assists officers with performance appraisal forms
  • Assists with facilitating disciplinary matters
  • Assist with Administration of Contract Employments.

Personnel & Salaries

  • Assists with providing appropriate staffing forms to officers
  • Files documents into appropriate employee files
  • Assists with updating employees salary cards

Executive administration duties

  • Obtains VISAs and passports for employees needing to travel abroad.
  • Coordinates executive travel plans and other arrangements as needed.
  • Assists with coordinating HRM Branch meetings, appointments and booking of meeting venue with tea/coffee and refreshments (where necessary) both internally and externally.

6. WORK VALUES

  • To be truthful and honest in performing your duties to be best of your ability
  • To be a trustworthy officer, worthy of the trust of colleagues
  • Understands the value of working in teams and in the carriage of interaction with fellow officers communicates and associates with fellow officers without any trace of jealousy, and/or any form of prejudice
  • To protect and uphold at all times the integrity, the dignity and status of the Department of Personnel Management and the State.

 

6.     NATURE AND SCOPE

This position requires an incumbent with a Degree as he/she will be reporting and assisting all HR Sections and also would be required to produce reports to the HR Manager/ Section Heads in HRM Branch. Incumbent will work closely with Management and staff within the HRM and the Department  

6.1 WORKING RELATIONSHIP

The position reports directly to all Sectional Heads in Human Resources.  

a) INTERNAL- Work closely with all HRM Staff and assist all DPM staff as and when required

b) EXTERNAL- Refer external clients to the right division to deal with them 

6.2                 WORK ENVIRONMENT

This position is in DPM and is located in Waigani. It is a very important position within HRM Branch and is responsible to assist all sections within the Human Resources Branch

7.      CONSTRAINTS FRAMEWORK AND BOUNDARIES

The job operates within the guidelines of Public Service Management Act, Public Service General Orders and Financial Management Act, thus it has to provide advice and guidance pertaining to these regulations and acts

Rules/procedures-

  • Public Service Management Act
  • General Orders
  • Public Finance (Management) Act and Financial Manual Code & their applications
  • Public Service Policies, Procedures and Systems

Decision- Nil

  • Formal approval to be given by Manager HRM based on recommendations and suggestions.

Recommendations –Nil.

  • Can provide advice but Recommendations to be made by HR Manager or Senior HR Officers.

8.    CHALLENGES

The job requires multi-tasking and commitment in carrying out the tasks assigned as the incumbent would be required at some point in time to provide to all HR sections at the same time.

9.     QUALIFICATIONS, EXPERIENCES AND SKILLS

(a) Qualifications

  • Graduated from an accredited technical college or university with a bachelor’s degree in HRM or Business Management is required.
  • Bachelor’s degree in Social Science or related field is also recommended.

(b) Knowledge

  • Knowledge of the Public Service Management Act, General Orders, Code of Business Ethics and Conduct and including other related regulations
  • General knowledge of various employment laws and HR practices.
  • Knowledge of the PS Business Processes
  • Other enabling Acts and provisions that govern the National Public Service.

(c) Skills & Competencies

  • Computer Skills - Excellent computer skills, including Word and Excel in a Microsoft Windows environment
  • Excellent interpersonal skills - Able to exhibit a high level of confidentiality and remains open to others’ ideas and willingness to try out new ideas  
  • Effective oral and written communication skills – can speak clearly and persuasively, can edit own work for spelling and grammar and can read and interpret written information effectively
  • Skills in database management and record keeping.
    Public Relations skills –     ability to relate well with staff and demonstrate confidence with communicating and be able to go around to collect information with confidence from different divisions
  • Planning & Organizing Skills – prioritizes and plans work activities, uses time efficiently and develops realistic action plans
  • Problem Solving Skills - Must be able to identify and resolve problems in a timely manner.
  • Analytic Skills - Must be able to gather and analyze information skillfully.
  • Safety and Security – actively promotes and personally observes safety and security procedures and uses equipment and materials properly
  • Dependability – is consistently at work on time, follows instructions, responds to management direction and solicits feedback to improve performance.
  • Adaptability – adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
  • Quality Control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.

(d) Work Experience

  • One to two years of general business experience preferably Human Resources Management experience.

 

 

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K32404.00

Job Location:

Waigani

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